TEXTBOOK DEPOSITORY

and

SURPLUS PROPERTY WAREHOUSE

POLICIES AND PROCEDURES

 

THE SCHOOL DISTRICT

OF

SANTA ROSA COUNTY

 

 

 

Approved

by

Santa Rosa County School Board


 

TABLE OF CONTENTS

Preface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ii

General Policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Textbook Turn In Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Textbook Request Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Disposal of Instructional Material. . . . . . . . . . . . . . . . . . . . . . . 2

Tangible Personal Property. . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Surplus Property Turn In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Disposal of Property. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

 

PREFACE

Textbook Depository and Surplus Property Procedures were developed for use to comply with School Board Policy and State Statutes in the fulfillment of responsibilities associated with management of both areas.

 

Specific information is provided to help you request and return instructional material from the depository.  Additionally, information is provided to assist you in properly turning in surplus property.  Procedures and forms are presented for your use.

 

Information not provided here may be obtained by calling:

 

 

Jesse R. De Leon

Textbook Depository and Surplus Warehouse Manager

983-5143

 

Judson C. Crane

Director of Purchasing and Contract Administration

983-5130

 

i

 

INTRODUCTION

 

Policy is established by State Statute as enacted and amended by the Florida State Legislature.  Sections 274.02, 274.05, 274.06, 274.07 and 1006.41 of the Florida Statutes apply.  These statutes dictate the policies and procedures to be followed and used by all personnel and members of The Santa Rosa County School District as approved by the Santa Rosa County School Board.

 

  

ii

 

GENERAL POLICY

 

The specific procedures set forth herein will assist all Santa Rosa School District employees meet requirements in accomplishing the following:

 

1.     Properly identifying post-adoption, out of contract, instructional material.

 

2.     Provide guidance for documenting instructional material turn in to the Textbook Depository.

 

3.     Provide requisition instructions for requesting instructional material from the Textbook Depository.

 

4.     Outline disposition instructions for Textbook Depository personnel

 

5.     Identifying tangible personal property as defined in F.S. Section 274.02.

 

6.     Provide instructions for surplus property turn in to the Surplus Warehouse.

 

7.     Specify surplus property disposal in accordance with F.S. Section 274.06.

 

TEXTBOOK TURN IN PROCEDURES

When preparing books for turn in to the Textbook Depository, it is recommended that the procedures listed below be followed:

 

Surplus textbooks are to be recorded on the “Request for Pickup” form located at the Textbook Depository and Surplus Warehouse webpage.  The website address is: www.santarosa.k12.fl.us/surplus.  This form can be submitted electronically.  A hard copy may also be sent to the Surplus Section of the Purchasing Department.  Upon receipt of a properly completed form, pickup of the listed surplus books will be scheduled on a first come, first served basis.

 

Books should be packed as outlined in the instructions provided within the Depository’s webpage.  Schools are encouraged to send in Textbook Pickup forms as soon as possible at the end of the school year, in order to ensure pickup prior to the start of the following school year.

 

 

 

1

TEXTBOOK REQUEST FORMS

 

Instructional material may be requested from the Textbook Depository.  The “Textbook Request” form is also available at the Depository webpage.  Prior to placing your order, you should review the Textbook Inventory List, to ensure that the needed material is on hand.  After completing the request form it can be submitted electronically.  When making your request, you may specify pickup or delivery.  If being delivered, books will be brought to you as soon as possible, based on delivery schedule workload.

 

 

 

DISPOSAL OF INSTRUCTIONAL MATERIALS

 

Disposal of all instructional materials will be conducted according to guidance provided in Florida Statute Section 1006.41 and approved by the Santa Rosa County School Board.

 

 

TANGIBLE PERSONAL PROPERTY

 

Tangible personal property is identified by parameters and value threshold outlined in Florida Statute Section 274.02.

 

 

SURPLUS PROPERTY TURN IN

 

Property that has become worn out, damaged or nonessential within an area may be turned in to the Surplus Property Warehouse.  Property will be held at this site, to be drawn upon by other School District entities or subsequent disposal.

 

Property will be moved to and from the Surplus Property Warehouse by Surplus personnel, upon receipt of a “Transfer to Surplus” form.  This form can be found at the Textbook Depository and Surplus Warehouse webpageThe form should be filled in with the property identifying information.  Once complete, it should be printed and forwarded to the Surplus Section of the Purchasing Department. Upon receipt of the properly filled out transfer form, Surplus personnel will place you on the pick up schedule.  

                                                      

2

DISPOSAL OF PROPERTY

 

The Santa Rosa County School Board must approve disposal of any and all controlled property of the Santa Rosa County School District prior to its actual disposal in accordance with Florida Statute.  Prior to submission to the School Board for approval, it must be ascertained that the property is no longer needed within the School District.  Upon approval by the School Board, controlled property may be disposed of by sale at the district’s Retail Sales or scheduled Sealed-Bid Sales.  Property will only be sold at either of these two sales events.

 

The disposal of approved property is documented on a “Property Acquisition Disposition Form” and a copy is provided to the Property Control Accountant for records adjustment, in accordance with F.S. Section 274.07.

 

School district employees may only participate in surplus sales that are competitively bid, regardless to whether the property is controlled or not.  It is the responsibility of the school board employees to identify themselves as such to surplus warehouse employees at all sales.